Utah Department of Administrative Services

Division of Archives & Records Service

Utah Valley University

81817--Student records
19330--Guardian Insurance and Annuity Company files
19331--Fidelity group retirement plans files
19332--Copeland Companies files
19333--Pre-paid Legal Services, Inc. files
19334--American Family Life Assurance Company of Columbus files
19335--Educators Mutual Insurance Association deduction files
19336--Public Employees Health Plan (PEHP) insurance deduction files
19337--FHP Health Care insurance deduction files
19338--Utah Department of Employment Security wages and separation unemployment report
19374--Personnel files for full-time salaried employees
19375--Personnel files for part-time employees
19418--Continuation of health insurance coverage files
19419--TIAA-Cref retirement premium reports
19420--Utah State Retirement premium reports
19498--Hourly time cards
19499--Leave adjustment reports
19500--Leave applications
19501--Personal injury case files
19284--Employment applications packet
19286--Tuition waiver applications and reports
19287--Jackson National Life Insurance Company files
19288--Oppenheimer Funds Services files
19289--Princor Financial Services files
19290--Putnam Investments files
19291--Variable Annuity Life Insurance Company files
19292--American Income Life Insurance Company files
19329--Great American Life Insurance Company (GALIC) deduction files
20990--Position change requests and authorizations
20991--Equal Employment Opportunity discrimination complaint case files
20992--Adverse action files
19741--Taxable wage earning reports
24017--Payroll registers
24019--Monthly deduction files
24022--Distribution reports
24023--Suspense accounts
23341--Publications
27494--Program assessment reports

AGENCY: Utah Valley University

SERIES: 81817
TITLE: Student records
DATES: undated
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript.

RETENTION

Retain 10 years after student leaves school.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after student leaves school and then transfer to State Archives with authority to weed.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 8, Item 1.

These records are historical and track student courses, grades, and performance at the university.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19330
TITLE: Guardian Insurance and Annuity Company files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Guardian. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19331
TITLE: Fidelity group retirement plans files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Fidelity. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19332
TITLE: Copeland Companies files
DATES: 1984-
ARRANGEMENT: Chronological

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Copeland. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19333
TITLE: Pre-paid Legal Services, Inc. files
DATES: 1996-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Pre-paid Legal. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19334
TITLE: American Family Life Assurance Company of Columbus files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for AFLAC. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19335
TITLE: Educators Mutual Insurance Association deduction files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These insurance records are used in the verification and payment of employee's insurance premiums. Information includes billing statements and adjustments, check request, and college benefit registers for EMIA. Also includes lists of employee name and address changes, employees and dependents no longer eligible for insurance, and early retirees. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19336
TITLE: Public Employees Health Plan (PEHP) insurance deduction files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These insurance records are used in the verification and payment of employee's insurance premiums. Information includes billing statements and adjustments, check request, and college benefit registers for PEHP. Also includes lists of employee name and address changes, and employees and dependents no longer eligible for insurance. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19337
TITLE: FHP Health Care insurance deduction files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college benefit registers for FHP. Also included is a list of employees no longer eligible for benefits. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19338
TITLE: Utah Department of Employment Security wages and separation unemployment report
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These records are used to verify the payment of monthly unemployment expenses of eligible terminated employees and to notify affected department heads. Information includes reimbursable employer billing statements, copies of memoranda to affected department heads, copies of check requests including check number, notice of Claimant Eligibility and Employer charges, and copies of terminating/last Personnel Action Form.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency. The record copy is maintained by the Utah Department of Employment Security.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19374
TITLE: Personnel files for full-time salaried employees
DATES: 1967-
ARRANGEMENT: Alphabetical by employee surname
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Complete work history of individual while employed at the Utah Valley State College, used for proof of employment, documenting raises, direct deposit authorization, and notification of drug-free workplace. Information may include confidential employee data form, personnel action forms, direct deposit authorizations, benefit maintenance sheets, employment application, resume and transcripts, W-4 form, I-9 form, letters of appointment, copy of yearly leave report, semester appointment forms, performance appraisals, requests for verification of employment, drug-free workplace statement, screening and interview sheet, employee data change form, and employment verification forms.

RETENTION

Retain 65 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after separation of employee and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

Records in this series have long-term administrative value to document employment and eligibility for benefits. They may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(e) (2008)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)(b) (2008)


AGENCY: Utah Valley University

SERIES: 19375
TITLE: Personnel files for part-time employees
DATES: 1967-
ARRANGEMENT: Alphabetical by employee surname
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: Complete work history of individual while employed at the Utah Valley State College, used for proof of employment, documenting raises, direct deposit authorization, and notification of drug-free workplace. Information may include confidential employee data form, personnel action forms, direct deposit authorizations, benefit maintenance sheets, employment application, resume and transcripts, W-4 form, I-9 form, semester appointment forms, performance appraisals, requests for verification of employment, statement of ineligibility for Utah Retirement System, drug-free workplace statement, screening and interview sheet, employee data change form, and employment verification forms.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records prior to and including 2008. Retain in Office for 1 year after separation and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

Computer data files: Retain in Office for 4 years and then delete.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 3.

Records in this series have only brief administrative value to document employment. They may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)


AGENCY: Utah Valley University

SERIES: 19418
TITLE: Continuation of health insurance coverage files
DATES: 1986-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records document the notification of terminating employees that they may purchase continuing health insurance from their current provider. These records are required by the federal COBRA (Consolidated Omnibus Budget Reconciliation Act) laws, 26 U.S.C.A. 9801 (1986). Information includes letter to eligible former employees or dependents and a signed acknowledgment of receipt of COBRA letter.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19419
TITLE: TIAA-Cref retirement premium reports
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These records document the amount of retirement deducted and paid into individuals' retirement plans. Information includes a record of electronic transfer, adjustment transaction report, check request, copies of college benefit registers for TIAA-Cref, 403b supplemental reports, and a TIAA-Cref membership list.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 2 years and then transfer to State Records Center provided records are scanned into an optical imaging system. Retain in State Records Center for 1 year and then destroy.

Optical disks: Retain in Office for 1 year or until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 3.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19420
TITLE: Utah State Retirement premium reports
DATES: 1967-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records document the amount of retirement deducted and paid into individuals' retirement plans. Information includes funds transmittal report, contribution report, adjustment transaction report, check request, adjustments to retirement tape, State Retirement member address changes, salaries check register retirement reconcilliation, printouts of college benefit registers for State Retirement, 401k supplemental reports, and a list of members on contributory and non-contributory plans.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 2 years and then transfer to State Records Center provided records have been scanned into an optical imaging system. Retain in State Records Center for 1 year and then destroy.

Optical disks: Retain in Office for 1 year or until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 3.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19498
TITLE: Hourly time cards
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
ANNUAL ACCUMULATION: 8.00 cubic feet.

DESCRIPTION: Employee time cards determine how many hours an employee worked during a pay period. Information includes the pay period, employee name, Social Security number, and department.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 25.

Records in this series have only short-term administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social Security number


AGENCY: Utah Valley University

SERIES: 19499
TITLE: Leave adjustment reports
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, Social Security number, and employee name.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 10.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)


AGENCY: Utah Valley University

SERIES: 19500
TITLE: Leave applications
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Applications for leave and supporting papers relating to request for and approval of employee leave.

RETENTION

Retain 1 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 months and then transfer to State Records Center. Retain in State Records Center for 10 months and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 11.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19501
TITLE: Personal injury case files
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by surname
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These records document work-related injuries and provide prompt medical attention to employees. They are used to minimize the potential for future fraudulent claims. Information includes first report of injury forms, correspondence and related medical reports, Bureau of Labor & Statistics log and summary of occupational injuries and illnesses, yearly survey of occupational injuries and illnesses, and OSHA loss history reports.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 35.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public


AGENCY: Utah Valley University

SERIES: 19284
TITLE: Employment applications packet
DATES: ca. 1970-
ARRANGEMENT: Numerical by job class number
ANNUAL ACCUMULATION: 15.00 cubic feet.

DESCRIPTION: These employment applications are sent to the Human Resource section of the college when individuals apply for faculty and staff positions. Their qualifications are then reviewed. Information includes application form or letters of interest, resumes or curriculum vitae, transcripts or diplomas, explanation of qualification, statement of teaching philosophy (if applicable), list of or letters of reference, samples of work, job announcements, tracking/scoring sheets, advertisements, and job announcement request forms.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months and then transfer to State Records Center. Retain in State Records Center for 30 months and then destroy.

Optical disks: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 12.

Records in this series have temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19286
TITLE: Tuition waiver applications and reports
DATES: ca. 1970-
ARRANGEMENT: Chronological, thereunder alphabetical by student surname
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records are used by Human Resources to determine eligibility of individuals applying for a tuition waiver and to track the waivers after they have been entered into the computer system. Information includes tuition waiver applications, list of hourly employees eligible to receive tuition waiver that semester, list of names and social security numbers of individuals who used the waiver that semester, and course catalog for the semester.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

Computer data files: Retain in Office for 3 years and then delete.

Microfiche master: Retain in Archives for 3 years and then destroy.

Microfiche duplicate: Retain in Archives for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19287
TITLE: Jackson National Life Insurance Company files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Jackson National. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19288
TITLE: Oppenheimer Funds Services files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Oppenheimer. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19289
TITLE: Princor Financial Services files
DATES: 1984-
ARRANGEMENT: Chronological

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Princor. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19290
TITLE: Putnam Investments files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Putnam. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19291
TITLE: Variable Annuity Life Insurance Company files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for VALIC. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19292
TITLE: American Income Life Insurance Company files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for American Income. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19329
TITLE: Great American Life Insurance Company (GALIC) deduction files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for GALIC. These records are duplicates, the original being maintained by the insurance company.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 20990
TITLE: Position change requests and authorizations
DATES: 1975-
ARRANGEMENT: Alphabetical by department name, thereunder chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Documents used to create new positions, abolish old ones and change existing state employee positions. Information includes new position/new title/reclassification request forms and position analysis.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 37.

PRIMARY DESIGNATION

Public


AGENCY: Utah Valley University

SERIES: 20991
TITLE: Equal Employment Opportunity discrimination complaint case files
DATES: 1992-
ARRANGEMENT: Alphabetical by employee surname, thereunder chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Official complaint files containing complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, and other records as described in 29 CFR 1613.222.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 15.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)


AGENCY: Utah Valley University

SERIES: 20992
TITLE: Adverse action files
DATES: 1967-
ARRANGEMENT: Alphabetical by employee surname, thereunder chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Case files and related records created in reviewing an adverse action (disciplinary or non-disciplinary removal, suspension, leave without pay, reduction in force) against the employee. The file includes a copy of the proposed adverse action with supporting papers; statements of witnesses; employee's reply; hearing notices, reports, and decisions; reversal of action; and appeal of records, excluding letters of reprimand.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 1.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 19741
TITLE: Taxable wage earning reports
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records provide employees with an accurate accounting of yearly earnings to comply with Internal Revenue Service regulations. Information includes returns on income taxes such as IRS Form W-2, and reports of withheld federal taxes, such as IRS Form W-3, with related records, such as reports regarding income and social security taxes.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 24.

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 24017
TITLE: Payroll registers
DATES: 1998-
ARRANGEMENT: Chronological, thereafter alphabetical by name.
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These records document checks issued each pay period for contract, adjunct, hourly, and workstudy payrolls. Registers show the earnings, deductions, taxes, net income and warrant or direct deposit information.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy provided no investigation or audit is pending.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 24019
TITLE: Monthly deduction files
DATES: 2000-
ARRANGEMENT: Chronological by quarter, thereafter alphabetical by name.
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These records document monthly paycheck deductions and contributions. Examples of deductions and contributions include such things as Goodwill, American Federated Staff, and direct deposit.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy provided no investigation or audit is pending.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 24022
TITLE: Distribution reports
DATES: 1999-
ARRANGEMENT: Chronological by year, thereafter alphabetical by name.

DESCRIPTION: These records document which budgets were used to pay employees. They are used to verify account payroll activity. Records include employee, account, and check history distribution reports.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy provided no investigation or audit is pending.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 24023
TITLE: Suspense accounts
DATES: 1998-
ARRANGEMENT: Chronological by month and pay period.
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records document the occurrence of payments to incorrect or invalid employee accounts and to document the corrective actions taken. They also show overtime paid by hand when computers are unable to compute the figures correctly.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy provided no investigation or audit is pending.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Utah Valley University

SERIES: 23341
TITLE: Publications
DATES: 1963-1972
ARRANGEMENT: Chronological

DESCRIPTION: Documents created by the agency, including pamphlets, reports, leaflets, file manuals, annual reports, other published or processed documents, and the last manuscript report, if not published, relating to management projects. Electronic versions of publications may be considered a duplicate if identical. If unique, see Schedule 1 Item 44.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

Microfiche duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

Publications document agency history and functions. Publications have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Utah Valley University

SERIES: 27494
TITLE: Program assessment reports
DATES: 1998-
ARRANGEMENT: Chronological by date; thereunder alphabetical by name of program or service organization.

DESCRIPTION: These biennial reports document the assessment process for all programs and service organizations at Utah Valley University. The reports are created by each program and organization and are used to determine program effectiveness and progress. Reports are also used during the accreditation process. Information includes program goals, outcomes, objectives, criteria for success, assessment summaries and evaluations, results, and other relevant information.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: For records beginning in 1998 through 2008. Retain in Office for 2 years after scanned and quality checked and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

Paper: For records beginning in 2009 and continuing to the present. Retain in Office until scanned and quality checked and then destroy.

Digital image: For records beginning in 1998 and continuing to the present. Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

These records are needed administratively to document and evaluate department programs. also They also have historical value as they document program administration, achievements, outcomes, and weaknesses for all programs and services organizations at the university.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(d)